Club and Organizations Resources

The Office of Student Engagement team has created a guide with event planning tips. The tips will cover topics such as goals and objectives, selecting the date/time/location, establishing a budget, procurement/purchasing, logistics, marketing plan, event agenda, last minute details, and evaluation. We also meet with student organizations to assist them with event planning by appointment.

1. Plan Ahead!
   1. You should be thinking about big events for your organization at least 1 semester ahead of time in order to have sufficient time to request funds and complete all the necessary steps for your event to be a success.
2. Review Funding
   1. Once you have been allocated funds, you can start planning the details of your event.
3. Think about the details of your event
   1. Where are you planning to host your event?
   2. Will you be bringing in an outside performer/vendor/contractor for your event?
   3. Will there be food and drinks at your event?
   4. How many students will be attending the event?
   5. Will you need additional items for your event such as chairs, tables, A/V, etc.?
   6. Will there be minors at your event?
   7. Will there be individuals outside of the Monmouth community in attendance?
   8. Will you be going off campus for this event?
4. Decide how many people you believe will attend your event
   1. Consider the number of attendees when reserving a space on campus.
5. Reserve a space
   1. One of the biggest priorities is to reserve a space for your event. We recommend that you reserve space no later than 4 weeks before your event. If you are expecting a large number of attendees at your event and are hoping to reserve a large event space, we recommend you reach out to University Events as early as possible. To request space for various locations on campus, the contacts are listed below:
   2. For off-campus events, please see the section below entitled Off-Campus Events.
6. Decide if you are bringing a contractor to campus
   1. If you are bringing in an outside performer/vendor/contractor for your event…
7. Decide if you are having food or drinks at the event
   1. If you are planning to have food and drinks at the event, you must use Gourmet Dining.
8. Create an event on Experience Monmouth
   1. Please allow up to 2 weeks for your event to be processed.
      1. Submit your event listing.
9. Schedule an Event Support Meeting (if applicable)
   1. You will be contacted if more info/support is needed for approval.
10. Decide what additional needs you may have for your event
    1. If you need chairs, tables, or other rental equipment, include that information when you reserve space
    2. If you hope to use audio or video equipment at your event
11. Market your event to the Monmouth community
    1. Once your event has been approved and you have completed the necessary steps above, you can begin actively planning your event and marketing it
12. Enjoy your event!
13. Reflect and plan for the future
    1. It is always a good idea to gather as a group and reflect on an event after it happens. This can be beneficial for the group to review what went well and what could be improved upon for events in the future.

There is money allotted by the SGA for specific club uses. Any club that does not collect dues is eligible for funds if the club has fulfilled all the previously stated guidelines. New or re-activated clubs must be active at least one full semester in order to be eligible for SGA funds. SGA usually begins the budget process (for the following year) towards the middle of fall semester. Notices are emailed to club presidents and advisors. A budget proposal is required by a set deadline. The proposals are reviewed by the Budget Committee during the spring semester and funding, for the following academic year, is granted by the end of spring semester. The funding is granted to those clubs who have expressed the greatest need and use for the funds.

Those clubs that do not fulfill all requirements or do not submit proposals by the specified deadline will not receive funding. The submission of a budget proposal does not guarantee the receipt of a budget allocation.

Upon University recognition and SGA funding, the Student Government Association will establish a University account on your behalf. If you do not have an account or funding from SGA and you need an account to place fundraising money into, please see the Office of Student Engagement and we will establish and open a University account so club monies can be stored and utilized. The Student Government Association has guidelines that student clubs and organizations must follow in regards to the appropriate use of club funds provided through the annual SGA budget allocations. Please see the SGA Budget Use Policy located next in this section.

May be updated as needed by The Student Government Association

Student and club funding come from a percentage (approximately 17%) of the comprehensive fee all Monmouth students pay every semester. SGA in turn uses this money to fund the Annual Funding of clubs and Specialty Funding which includes (SF) for students and clubs, sport club funding (SCF) for the University’s club sports, and travel funding (TFR) for students and student groups that are not eligible to receive annual funding from SGA. In an effort to help students, clubs, and their advisors, the following guidelines highlight how Annual, Specialty Funding (SF, SCF, TFR) may be used. Students, clubs, and their advisors are encouraged to review the following guidelines before they plan a program or trip off-campus.

1. Funding Eligibility
   • Student, club, and organization funding will not be allocated to entities that discriminate on the basis of race, gender, religion, sexual orientation, national origin, disability, age, and/or political persuasion. Annual funding will only be available to student clubs and organizations that do not require its members to pay any kind of fee or dues in order to participate as part of the club, organization, or club sport.
2. Prohibited Expenditures
   1. Activities that primarily benefit non-Monmouth University students.
   2. Enrollment in academic courses, academic requirements, lab fees, academic related travel, or any required in-class activity.
   3. Alcoholic beverages.
   4. The use of annual or Specialty Funding to recognize members in any way, as part of a group/chapter initiation.
   5. The creation of scholarships, grants, or donations using Specialty Funding or annual funding. Money collected (fundraisers) is exempt in this case.
   6. Entertainment that is not open to the entire student body.
   7. Automobile rental other than through approved travel reimbursement.
   8. To purchase finished items that will be resold (fundraisers). Students may use their own money to pay for such items (i.e. goods created for a bake sale).
   9. Use of student funding to upgrade/modify/renovate a campus space/facility/office.
   10. Utilizing student funds to issue cash prizes.
   11. Annual and Specialty Funding funds used to benefit former students.
   12. Monmouth University does not reimburse students or clubs the cost of tax related to purchases or expenditures.
   13. Any donations made on behalf of the club originating from SGA funding is prohibited. Donations derived from fundraising activities are allowed.
3. Funding Policies
   • Any donations made on behalf of the club originating from SGA funding is prohibited. Donations derived from fundraising activities are allowed.
     1. The use of annual and Specialty Funding begins on the first day of fall classes and ends on the last day of spring classes. Students and clubs should not attempt to pay for or schedule programs, trips or activities that take place outside that timeframe.
     2. There is no carryover of funds from one academic year to another. This policy means that any funding allocated by SGA that goes unused by the end of the academic year will be returned back to SGA.
     3. Students and clubs must use Gourmet Dining Services when they plan to serve food at an on-campus event. Any exception to this rule must receive prior approval from the director of Gourmet Dining Services.
     4. Students, clubs, and organizations are limited to purchasing meals/food on-campus no more than 3 times per semester.
     5. Students and club members will be reimbursed up to $50.00 per day (Breakfast no more than $15.00, Lunch/Brunch no more than $15.00, and Dinner no more than $25.00) per person on food/meals for off-campus travel to a conference or competition. Students and advisors must submit an itemized receipt(s) from the business in order to be reimbursed within two weeks following the off-campus travel. Meal/food expenses that are above the limits noted are the responsibility of the student(s) or advisor(s). Failure to do so will result in the denial of a reimbursement.
     6. The purchase of bulk clothing (i.e. t-shirts) is permitted to promote an event or the group. Students, clubs and organizations are permitted to use Specialty and annual funding to purchase awards, plaques or certificates within reason.
     7. Bulk clothing cannot be personalized; meaning the bulk clothing has to be purchased in order to be passed down and usable by other club members or the University community. Students and clubs must collect two or more quotes from different vendors before the Office of Student Engagement will consider processing an order.
     8. Clubs/students should limit per item t-shirt costs to $15.00 per item, outerwear costs to $25.00 (long sleeve shirts), and $40.00 for (jackets, sweatpants, sweatshirts, etc.). Students/clubs/advisors will be responsible for any cost that exceeds the per item threshold previously noted. Students/clubs are discouraged from (may also be prohibited) attempting to purchase clothing items during the last month of the spring semester by OSA and/or SGA.
     9. Students, clubs, and organizations may not use SGA funding to purchase tickets or gain admission to events or other activities off campus, such as: amusement parks, concerts, golf outings, movies, sporting events, for their personal use or pleasure. If the event is promoted to the entire Monmouth University community, clubs and organizations may use annual funds to purchase tickets or gain admission.
     10. The use of student funding for off-campus travel must directly relate to the mission/purpose of the group (i.e. attending a local, regional, or national conference/competition).
     11. The use of specialty funding and annual funding for off-campus travel must have a definable purpose and directly relate to the mission of the group (such as attending a local, regional, or national conference/competition).
     12. Any leftover Specialty Funding or Annual Funding from a club or organization will return to the reserve account at the end of an academic year.Student and or Clubs and organizations must adhere to all funding procedures and guidelines set by the Office of Student Engagement.
     13. Student and or Clubs and organizations must adhere to all funding procedures and guidelines set by the Office of Student Engagement.
4. Polices Applicable to Annual Funding only
   1. Clubs that receive annual funding may not contribute more than $3,000 from their annual budget to support wages for federal work study/student help. The Office of Student Engagement must approve all federal work student and student help requests for clubs/groups.
   2. Clubs and organizations may not use SGA funding to pay any dues or membership fees, nor may they require students/members to pay such fees, and still be eligible to apply for an annual budget.
   3. Clubs and organizations who are a part of larger established national organizations may use SGA funding to pay for an annual chapter due for the group as a whole; use of funding for individual membership dues is prohibited.
5. Polices Applicable to Specialty Funding (SF, SCF, TFR) only
   1. Clubs that receive an annual budget are not eligible to apply for Specialty Funding, which includes Special Event Funding (SF), Sports Club Funding (SCF), and Travel Funding Request (TFR). Clubs without an annual budget can apply for any form of Specialty Funding once per semester within the course of an academic year.
   2. SGA will allocate up to $3,500 for Specialty Funding per request with a cap amount of $7,000 total for one academic year. This means SGA will only review requests that do not exceed the amounts noted.
   3. Expenses above the allocated amount are the responsibility of the student/club/organization.
   4. Students and clubs should not attempt to pay for or schedule programs, trips, or activities that take place outside that timeframe.
   5. Students and clubs should use any Specialty Funding received within the same semester as requested. If groups intend to use Specialty Funding to make purchases for a different semester from which it is requested, it will require prior approval from SGA and be indicated on the funding request.
6. Policies Applicable to only Special Funding (SF)
   1. The use of SEF funding is limited to students and groups that intend to hold a one-time only on-campus program/event.
   2. SGA will allocate individual Special Funding (SF) in amounts not to exceed $3,500 for a specific event or program on campus.
   3. SGA will not accept SEF applications less than 30 days before the intended program or purchase.
7. Policies Applicable to only Sports Club Funding (SCF) only
   1. Monmouth University sports clubs may apply for SCF funding up to (1) one time per semester in an amount not to exceed $3,500 per request.
   2. Sport Club Funding (SCF) is permissible for the following expenses: (1) cost of renting a bus/van, (2) competition registration fees, (3) practice facility rental fee, (4) hotels, (5) cost of food (pursuant to policy A subsections d and e of Funding Policies above) and (6) non-personal team equipment (i.e. balls and goals).
   3. SGA will not accept SCF applications less than 30 days before the intended program or purchase.
8. Policies Applicable to only Travel Funding Request (TFR) only
   1. Travel Funding Request (TFR) is for events/trips that take place off-campus. TFR is a matching grant program that requires applicants to show proof of funds raised toward an intended trip. TFR awards are limited to $3,500 per request.
   2. The Office of Student Engagement must approve all trips no less than 45 days before the intended trip. Failure to comply with this requirement will result in a voided request for travel.

1. Students and clubs must use their Specialty and Annual Funding in a responsible and cost-efficient manner.
2. Clubs should actively work with their advisor to process payments and reimbursements in a timely manner.
3. All on-campus events and off-campus trips hosted by students and clubs MUST get prior approval from the Office of Student Engagement.
4. If any student and club or their advisor(s) has a question regarding the way it intends to use any funding it has received from SGA, they should speak to the SGA Budget Committee before it commits any funding to the proposed activity.
5. Failure to follow these guidelines may impact a student and club’s ability to apply for SGA funding in the future.
6. SGA reserves the right to review student/club expenses when a concern regarding annual or Specialty Funding arises or is brought to the attention of the SGA director of Specialty Funding.

OSE/SGA reserves the right to review student/club expenses when a concern regarding annual funding, SF/SCF/TFR arises.

Students, clubs, and organizations are always encouraged to contact OSE/SGA when they have a funding question.

For more information call OSE at 732-571-3586, SGA at 732-571-3484, or email sgabudgets@monmouth.edu for budget related questions or sgaeventfunding@monmouth.edu for SF/SCF/TRF related questions.